Creating an advance swop-out

Overview

When creating an advance swop-out, you can set up Fincon Accounting to only allow swop-out stock to be used by enabling the Use Swop-out Stock company parameter, if this is not set up - the item you give to the customer will be removed from normal stock when you complete the swop-out.

You can enable this parameter by doing the following:

1. Navigate to System / Company Parameters.
2. Click on the Global Settings tab.
3. Click on the Stock tab.
4. Enter Y in the Use Swop-out Stock text box.
5. Click the Accept button.
6. Check that the following message box appears: The company parameters have been updated successfully.
7. Click the OK button.

If this company parameter is enabled, you will only be able to add items that are in swop-out stock.

It is also recommended that you have the Stock Type Checking company parameter enabled in order for the system to check which stock you are using to do the swop-out. It is not compulsory, but it might prevent mistakes when doing swop-outs, helping your stock to balance correctly.

You can enable it by doing the following:

1. Navigate to System / Company Parameters.
2. Click on the Global Settings tab.
3. Click on the Seril Numbers tab.
4. Enter Y in the Stock Type Checking text box.
5. Click the Accept button.
6. Check that the following message box appears: The company parameters have been updated successfully.
7. Click the OK button.

When creating an advance swop-out, the item you give to the customer will still be in your swop-out stock on the system, until you complete the advance swop-out - the item will then automatically be moved to sold stock and the item you receive back from the customer will be allocated to faulty stock.

Due to this, it is important to check your advance swop-outs when doing a stock-take to see which advance swop-outs have not been completed yet, and account for those items when doing the stock-take.

Watch this video to see how to create an advance swop-out or follow the steps below it.

Step-by-step guide

Navigate to the correct window

1. Navigate to Workshop / Advance Swop-outs / Enter Advance Swop-out.

Enter the general details

1. Enter (or select) the appropriate technician code in the Technician text box.
2. Enter the swop-out date in the ASO Date text box.

Enter the customer details

1. Enter (or select) the appropriate customer account number in the Account text box.
2. Enter any required details that did not auto-fill.

Swop the item

1. Click on the Items tab.
2. Enter the serial number of the swop item given to the customer in the SWOP SERIAL NUMBER column.
3. Enter a fault by clicking on the Fault button and entering the fault description in the Fault text box, if you so wish.
4. Enter a note by clicking on the Notes button and entering a note description in the Notes text box, if you so wish.

Add a note

1. Click on the ASO Notes tab.
2. Click on the Add Note button.
3. Enter (or select) the appropriate technician code in the Technician text box.
4. Enter a note in the Note text box.
5. Click the Accept button.
6. Click the Close button to close the window.

Save the advance swop-out

1. Click the Accept button.
2. Print the swop-out delivery note by specifying the print options and clicking the OK button or click the Cancel button to close the window.